Executive Assistant to the Director (City Clerk) (Exempt)

The City of Oakland is an equal opportunity employer that values workforce diversity inclusion and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the citys historical roots and the lives of its residents to this day. As public servants in one of the most diverse cities in the nation we strive to develop employees who understand the harm and impacts of systemic inequity to create lasting meaningful outcomes for everyone. Oakland strives to establish an environment that embraces the richness of culture community and individualism of employees.

Were hiring an Executive Assistant to the City Clerk a highly visible and impactful role at the heart of local this position youll become a trusted partner to the City Clerk providing executive-level support that keeps the citys legislative and administrative processes running smoothly. From managing critical communications and coordinating official agendas to supporting citywide initiatives and ensuring efficient workflows your contributions will help uphold government integrity accessibility and resident participation.

At the City of Oakland public service is more than a jobits a commitment to something bigger. As Executive Assistant to the City Clerk youll contribute directly to the democratic process and play a vital role in supporting open efficient and ethical governance.
This role offers variety visibility and the chance to make a difference every single day. Youll join a collaborative high-performing team dedicated to serving one of Californias most diverse and vibrant communitieswith integrity innovation and pride.
This isnt just administrative workits a front-row seat to local democracy and an opportunity to support the systems that keep Oakland informed engaged and moving forward.

The City of Oakland is currently recruiting to fill one Executive Assistant to the Director vacancy within the Office of the City Clerk. Under direction in a department the Executive Assistant to the Director uses a full range of professional clerical administrative and technical level skills to provide the department head or Personnel Director with responsible complex and confidential clerical and administrative support on matters of significance with a high consequence of error requiring specialized knowledge and the ability to interpret broadly defined policies and procedures; supervise assigned clerical staff; and perform related duties as assigned.

We are looking for someone who is:

• Highly Communicative & Organized: Demonstrates exceptional organizational and time/project management skills with clear professional and timely communication across all levels of stakeholders.

• Discreet & Trustworthy: Exercises sound judgment and handles sensitive information with integrity and discretion earning the confidence of colleagues elected officials and the public.

• Proactive & Self-Directed: Anticipates needs takes initiative and actively seeks opportunities to improve processes without waiting for direction.

• Solution-Oriented: Maintains focus on results approaches challenges with creativity and remains composed under pressure.

• Diplomatic & Emotionally Intelligent: Navigates complex dynamics and sensitive topics with professionalism empathy and tact.

• Committed to Service: Embodies a strong sense of public service and respect for the residents and institutions of Oakland.

• Adaptable & Resilient: Thrives in fast-paced deadline-driven environments adjusts smoothly to shifting priorities and remains calm and productive under pressure.

• Providing direct executive-level administrative support to the Director ensuring transparency in the city legislative process and adhering to mandated responsibilities.
• Maintaining the Directors calendar; schedules appointments meetings and other commitments; assists the City Clerk in managing their time effectively.
• Reviewing incoming and outgoing correspondence reports publications and other materials for grammar sentence structure format attachments and compliance with applicable laws rules procedures and directives of the Director.
• Screening telephone calls and visitors to the Office of the City Clerk for urgency and nature of business; refers calls not requiring the City Clerks attention to appropriate staff/office or personally responds to inquiries.
• Making transportation hotel and business arrangements for the City Clerk; prepares and processes expense reimbursement claims.
• Preparing and process accounting budgeting and purchasing documents related to the operations of the Clerks Office.
• Performing as the Department Heads liaison with departmental management other city departments and public officials.

• Be a Steward of Democracy: You will play a vital role in local democracy and have an opportunity to support the systems that keep Oakland informed engaged and moving forward.
• Serve the People of Oakland:You get to serve the public in a meaningful way; Youll directly contribute to a more informed and empowered community
• Support Election Coordination:You will assist in the preparation and logistics that uphold election integrity and voter confidence.
• Work With Civic Leaders: You will work closely with Elected Officials. This position provides regular interaction with City councilmembers the Mayors office and other executive leaders.
• Join a Mission-Driven Team:You will work with a collaborative dedicated team of professionals who believe in the value of public service.
  
  

• Navigating Political Sensitivities:The Executive Assistant must remain impartial professional and diplomatic regardless of political pressures or public opinion.
• Adhering to Legal and Regulatory Requirements:You must comply with laws like the Brown Act Public Records Act and Political Reform Act.
• Adapting to Rapid Change: You must remain flexible tech-savvy and solution-oriented in an ever-evolving environment.

• Adaptability: Responding positively to change and modifying behavior as the situation requires.
• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships.
• Critical Thinking:Analytically and logically evaluating information propositions and claims.
• Customer Focus: Attending to the needs and expectations of customers.
• Establishing Credibility: Doing what one commits to doing and respecting the confidentiality of information and concerns shared by others.
• Oral Communication: Engaging effectively in dialogue
• Political & Organizational Savvy: Working skillfully with politics procedures and protocols across organizational levels and boundaries.
• Professional & Technical Expertise: Applying technical subject matter to the job
• Professional Integrity & Ethics: Displaying honesty adherence to principles and personal accountabilityWorking with electronic hardware and software applications.
• Writing: Communicating effectively in writing
  

• Prior experience supporting executive-level leadership in a public agency legal office or governmental setting.
• Ability to communicate professionally in a multilingual or multicultural environment both orally and in writing with the public customers and other city employees.
• Strong interest in government public policy or legal administration.
• Notary Public commission preferred.